Sirona

Privacy Policy

We recognise the importance of protecting personal and confidential information in all that we do, and take great care to meet our legal and other duties, including compliance with the following:

  • Data Protection Act 1998/General Data Protection Regulations 2018
  • Human Rights Act 1998
  • Access to Health Records Act 1990
  • Health and Social Care Act 2012, 2015
  • Public Records Act 1958
  • Copyright Design and Patents Act 1988
  • Re-Use of Public Sector Information Regs 2004
  • Computer Misuse Act 1990
  • Common Law Duty of Confidentiality
  • NHS Care Records Guarantee for England
  • Social Care Records Guarantee for England
  • International information Security Standards
  • Information Security Code of Practice
  • Records Management Code of Practice for Health & Social Care 2016
  • Accessible Information Standards
Why we collect information about you:

We aim to provide you with the highest quality care. To do this we must keep records about you, your health and the care we have provided or plan to provide to you.  It is important for us to have a complete picture as this information enables us to provide the right care to meet your individual needs.

What information is collected and by whom:

The records we keep can be collected in paper form or electronically (or both) and may include:

  • Name, address, date of birth, next of kin, telephone numbers, email addresses
  • Contact we have had with you, such as appointments, attendances and home visits
  • Details and records of treatment and care, notes and reports about your health, including any allergies or health conditions
  • Results of x-rays, scans, blood tests etc
  • Relevant information from people who care for you and know you well, for example, health and social care professionals and relatives
  • We may also collect other information about you, such as your sexuality, race or ethnic origin, religious or other beliefs, and whether you have a disability or require additional support with appointments (such as an interpreter or advocate).
How do we collect your information?

Your information can be collected in a number of different ways. This might be from a referral made by your GP or another healthcare professional you have seen, or perhaps directly from you – in person, over the phone or on a form you have completed.

There may also be times when information is collected from your relatives or next of kin – for example , if you are unconscious or unable to communicate.

How is your information used?

Your record is used to plan your care or treatment by doctors, nurses or any other care professionals, such as social care staff, to ensure we provide you with the best possible care.

We may also use your information to:

  • Carry out clinical audits to monitor and improve the quality of care and treatment provided
  • Train new doctors and nurses and other relevant staff
  • Undertake patient/service user satisfaction surveys
  • Investigate complaints, legal claims or incidents
  • Manage and plan services, make improvements, public health purposes – your information is anonymised when used for this purpose

You may be asked if you would be willing to take part in an approved research project, but you do not have to agree if you do not want to.

Who will your information be shared with?

To help provide you with the best possible care, sometimes we will need to share your information with others. However, any sharing of information will always be governed by specific rules and laws. We may share your information with a range of health and social care organisations and regulatory bodies.

We work with a number of NHS organisations and to support this, your information may be securely shared.

Where the sharing involves a non-NHS organisation, a specific information sharing agreement is put in place to ensure that only relevant information is shared and this is done securely in a way that complies with the law.

Unless there are exceptional circumstances (such as likely risk to the health and safety of others) or a valid reason permitted by law, we will not disclose any information to third parties which can be used to identify you without consent.

Sometimes we are required by law to disclose or report certain information that may include details that identify you. However, this is only done after formal authority by the courts or by a qualified health professional. This may include reporting a serious crime or identification of an infectious disease that may endanger the safety of others.

What choices do you have?

You have the right to refuse (or withdraw) consent to information sharing at any time. This is also referred to as ‘opting out’. If you choose to prevent your information from being disclosed to other authorised professionals involved in your care, it might mean the care that can be provided is limited and, in certain circumstances, it may not be possible to offer certain treatment options, The possible consequences of withholding your consent will be fully explained to you at the time should this situation occur.

Protecting your information:

Everyone working for, or with Sirona, has a legal duty to keep your information secure and confidential at all times. Staff are trained on requirements of keeping data secure and the Common Law of Confidentiality.

Strict principles govern our use of your information and our duty to ensure that is kept safe and secure. Your information may be stored within electronic or paper records , or a combination of both. All our records are restricted so that only those individuals who have a need to know the information can get access. This might be through the use of technology or other environmental safeguards.

Our Medical Director (Ann Sephton) is our Caldicott Guardian. She is responsible at Board level for protecting the confidentiality of your information and enabling appropriate sharing.

How long do we retain your records?

All our records are stored in accordance with the IGA Records Management Code of Practice for Health and Social Care 2016, which sets out the appropriate length of time each type of record is retained.

All records are appropriately reviewed once their retention period has been met, and the Company will decide whether the record still requires retention or should be confidentially destroyed.

How can you access information we hold about you?

Under the terms of the Data Protection Act 1998 and the General Data Protection Regulation 2018, you have the right to request access to the information we hold about you.  You can also apply:

  • On behalf of your child, with your child’s consent. If the child is unable to understand, you can see the records providing the doctor in charge of the case decides it is in the child’s best interests
  • To see the records of a patient/service user who has died, if you are acting as their personal representative or if you have a claim relating to their death
  • On behalf of someone who is not capable of giving their permission – because of age or illness for example. You would have to be appointed by a court to do this.
  • If you are under 16 – an application to see your records can be considered depending on how much the healthcare professional in charge of the case feels you understand.
  • You can request access to your record by writing (inc email) to our Data Protection Officer at the following address: – Sirona care & health, Kingswood Civic Centre (2nd floor), High Street, Kingswood, South Gloucestershire, BS15 9TR or emailing communications@sirona-cic.org.uk.
What we ask of you:

Please:

  • Let us know when you change address or name
  • Tell us if any information in your record is incorrect
  • Tell us if you change your mind about how we share the information in your record.
How can you make a complaint?

You have the right to make a complaint if you feel unhappy about how we hold, use or share your information. We would recommend contacting our Data Protection Officer (contact details above) in the first instance to talk through any concerns that you have. Alternatively, you can contact our Customer Care Team (Tel: 0300 124 5400).

If you remain dissatisfied following the outcome of your complaint, you may then wish to contact the Information Commissioner’s Office. Please note that the Information Commissioner will not normally consider an appeal until you have exhausted your right of complaint to us directly.

The Information Commissioner’s Office
Wycliffe House, Cheshire SK9 5AF
Helpline: 0303 123 1113 (local rate) or 01625 545 745
Email: casework@ico.org.uk
Website: www.ico.org.uk

Our website and your information:

We take the handling of your information extremely seriously. This includes any information provided via this website. We will retain any information submitted online, in digital and/or hard copy form, in order to respond or deal with any request, enquiry, feedback or other submission you may have made.

While we take every precaution to protect the information supplied to us, we cannot guarantee the safety of emails sent in. All information sent via this website or email is done so at the owner’s risk, therefore you may wish to call us if you need to pass on sensitive or confidential information. Any personal information submitted in the form of a job application will be used only for the purpose of processing that application. You mind find links to third party websites on our website. These websites should have their own privacy policies which you should check. We do not accept any responsibility or liability for their policies whatsoever as we have no control over them.

Cookies:

By using this website you may receive certain third party cookies on your computer. Third party cookies may be used on this website for improvement of our products or services. These cookies are not integral to the services provided by the website. All cookies used by this website are used in accordance with current UK and EU Cookie Law. Certain features of the website may depend upon cookies to function. UK and EU Cookie Law deems these cookies to be strictly necessary. This website uses analytics services provided by Google Analytics. Website analytics refers to a set of tools used to collect and analyse usage statistics, enabling us to better understand how users use the website. This, in turn, enables us to improve the website and the products services offered through it. Whilst our use of them does not pose any risk to your privacy or your safe use of the website, it does enable us to continually improve our business.

You can choose to enable or disable cookies in your internet browser. Most internet browsers also enable you to choose whether you wish to disable all cookies or only third party cookies. By default, most internet browsers accept cookies but this can be changed. For further details, please consult the help menu in your internet browser. You can choose to delete cookies at any time however you may lose any information that enables you to access the website more quickly and efficiently including, but not limited to, personalisation settings.

Changes to this Policy:

We will continually review and update this privacy notice to reflect changes in our services and feedback from service users, as well as to comply with changes in the law. When such changes occur, we will revise the “last updated” date as documented in the version control (below).

We reserve the right to change this Policy as we may deem necessary from time to time or as may be required by law. Any changes will be immediately posted on the website and you are deemed to have accepted the terms of the Policy on your first use of the website following the alterations.

Contact information and further advice:

If you would like to know more about how we use your information, require information in any accessible format or language or if (for any reason) you do not wish to have your information used in any of the ways described, please contact:

Data Protection Officer
Sirona care & health
Kingswood Civic Centre (2nd Floor)
High Street
Kingswood
South Gloucestershire
BS15 9TR
Email: communications@sirona-cic.org.uk

Information updated: May 2018